2. In the context of ICT Strategy , the European Parliament has launched three major programs under the responsibility of DG ITEC, the Directorate General for Innovation and Technological support.
eParliament
Paperless (eCommitee)
Knowledge Management
The three programs aim to improve:
The legislative and parliamentary document production
Their publication, search and dissemination
The mobility of the Members and agents of the European Parliament

4. Vision & Strategic Alignment
Program Mandate
Business objectives
Facilitate document creation
Facilitate document verification
Minimise input errors
Facilitate reuse for translation
Facilitate reuse for publication
Reduce cost over Life-cycle of documents
Provide digital signature
4 technical objectives
Use of XML
A central repository for parliamentary texts production
Set up digital signature
Set up a pool of reusable functions
Strategic alignment: link of IT objectives to business objectives
-> the validation of SG and Bureau shows that e-Parliament is « in line »

5. At least 10 document repositories
Current weaknesses
At least 10 document repositories
Repetitive manual actions in the process of document creation with the inherent increased risk of handling errors and wasted time
Inefficient signature process which rely on paper
IT systems developed in “Silo”: persistence of duplicate code to perform similar services in different applications
10 text repositories:
Each repository may contain the same file with different content
How to identify the correct version ?
Repetition of maual input and copy/paste in Word
lot of input errors
Lot of loopback during the production
Lack of time
Quality of texts at the end of the process
Unefficiency of signature process
Assistants run after MEP for signing
Sign on fax (so fax to find)
SILO development
Always like that in organisations
120 applications on Legislative activities (<> administration)
Difficult to interface and difficult to change

6. Production Dissemination
Scope and Benefits
Production
Dissemination
Improve
document
creation
Provide
electronic
signature
verification
reuse for
translation
Minimise input errors
Reduce time (cost) over Life-cycle of docs
Translate
Verify
Receive
Create
Update
Sign
Improve quality of text
Disseminate
Paper
Internet
Intranet
Publication
reuse for Internet
dissemination
reuse for Intranet
Benefits direct (under “Production) and not direct (Enabler for “Dissemination”)
Transition to next slide: focus on Production

7. Reduce time (cost) over Life-cycle of docs
Scope and projects
Production
Receive
Create
Update
Sign
Verify
Translate
Amendment tool
AT4AM
Verification
tool
DST
Translation
tool
CAT4TRAD
Business
XML
Generic authoring
AT4LEX
Improve
document
creation
Unique
Repository
Digital
Signature
DiSP
Improve
document
verification
XML
Services
DM-XML
XML
Repository
PURE-XML
Improve
reuse for
translation
Provide
electronic
signature
Digital
signature
Slide in 4 steps
Focus on production benefits
How IT will achieve these benefits: technical strategy (XML, repository…)
What projects visible by users will implement this strategy
What foundation projects are setup to sustain the visible project
XML « eXtended Markup Language »: Language structured through tags
Structured Content: piece of informations are managed
Reuse: automatic filling
> Examples: procedure data retrieval, new language version filling
« Business-oriented »: identify business information, like author, procedure, committee, instead of « rendering-oriented », like ooxml (word XML) that describes bold, italic, centered,…
Unique Repository (for Production only)
Search during production
Duplicates are managed: if an author produces a new version while the previous one is translated -> centralisation allows to manage the case
Digital Signature
Paperless flow
More and more IT lifestyle (example: Wifi in Plenary)
Pool of
reusable
functions
Minimise input errors
XML Standard
Akoma Ntoso
XML4EP
Reduce time (cost) over Life-cycle of docs

8. Scope and projects – Phase 1
Foundation components
XML Standard/XML4EP: XML modelization (Akoma Ntoso) of parliamentary documents
XML Services/DM-XML: Document Models in XML
XML Repository/PURE-XML: Parliament Unique Repository for XML text production including services layer
Digital Signature/DiSP: Digital signature portal
Generic applications
AT4LEX: a tool for parliamentary and legislative text creation
DST/Drafting Support: a tool for text verification
AT4TRAD/CAT4TRAD: authoring and computer-aid tool for translation services
1st application alignment (pilot): AT4AM - Authoring Tool for Amendments
XML Standard Akoma Ntoso (XML4EP)
XML services (DM-XML)
XML Central repository (PURE-XML)
Digital Signature Portal (DiSP)
10 text repositories:
Each repository may contain the same file with different content
How to identify the correct version ?
Repetition of maual input and copy/paste in Word
lot of input errors
Lot of loopback during the production
Lack of time
Quality of texts at the end of the process
Unefficiency of signature process
Assistants run after MEP for signing
Sign on fax (so fax to find)
SILO development
Always like that in organisations
120 applications on Legislative activities (<> administration)
Difficult to interface and difficult to change 8 8

9. Roadmap … 2010 2011 2012 2013 Creation of Petitions XML translation
XML amendments
for Committees
(AT4AM)
for Plenary
on REG
XML verification
of legislative
Amendments
(DST)
XML collaboration
(AT4AM&DST)
Plenary
CRE
(ACTES)
XML Written
Declarations
(DECL)
Parliamentary
Questions
in XML(QP)
XML translation
of Committee
Agenda
(ITER&CAT4TRAD)
Digital
signature of
(AT4AM&DiSP)
Reports with
Generic
Authoring
Tool
(AT4LEX) PV
(SCHED)
Petitions
Voting
List
(ALV)
March
Sept.
Nov.
April …
2010
2011
2012
2013

10. AT4AM (number of amendments at 19/03/2012)

11. AT4AM users (19/03/2012) MEPs 592 MEP Assistants 489
AT4AM – EP users
AT4AM users (19/03/2012)
MEPs 592
MEP Assistants 489
Political Groups 312
Committees Secretariats 259
Application administrators 6
Total users

12. e-Parliament program aims to improve
Conclusion
e-Parliament program aims to improve
The time required to produce parliamentary texts
Their quality
Their accessibility and dissemination by
Integrating a business-based XML
Using a central repository for production
Implementing the digital signature
Re-using functions and tools as much as possible

13. Citizen Members e-Parliament & other programs Secretariat General
Production:
e-Parliament
Dissemination:
KM, Paperless,
Europarl, EP Intranet
Members
Secretariat
General
Citizen
Arrows meanings:
1 – To whom processes deliver
Production delivers documents to SG
Dissemination delivers information to Citizens
2 – To whom programs deliver their benefits
e-Parliament delivers its benefits to SG
KM delivers its benefits to Members
3 – (Reverse direction) From whom will come the expectations
Expectations on Dissemination programs come from SG, Members and Citizens
Benefits: positive changes in the processes that bring an added-value to clients 13

15. Objective & components“
This program seeks to replace
the files drawn up for group and
committee meetings by electronic files.
They will be available for consultation by
means of an individual mobile device
in all (available) languages. ”

16. Objective & components“
eCommittee project aims
to provide a unique working space
to deal with all committee
documents and information. ”

17. eCommittee is running for all committees

18. Paperless Status iPad pilot currently running with 30 Members
“Any device” pilot will be available
at the beginning of Q3

19. Access to the last versions of
Agendas & documents “
Access to the last versions of
documents and agendas.
Navigation made easy
through meetings
in the calendar. ”
Session selection
Agenda
Documents

20. Access to the last versions of
Interactivity
Content selection
Annotation
Content highlight “
Access to the last versions of
documents and agendas.
Navigation made easy
through meetings
in the calendar ”

21. “ ” All interactions with the documents can be saved
Sharing “
All interactions with
the documents can be saved
and shared with the team ”
Send file selector
Annotation attached to document
Mail

22. Demo

23. Roadmap

24. Benefits ICT modernisation: Enabling mobility Saving the environment:
Less paper consumption
Reducing storage space:
Eliminating filing cabinets
Reducing costs:
Less space, paper, printing machines, ink and toner cartridges, repairs and support.
Improving efficiency :
Real-time update and delivery of up-to-date versions of documents.
Increasing productivity:
Faster business workflow, easy access to documents (anywhere , anytime…)
Enhancing information sharing:
Enabling collaboration – information can be shared at any time
Limiting the stress related to printing:
No more waiting for printing versions

25. Legislative Knowledge Management (L-KM) Program25

26. Why KM for EP?
An “EP worker” typically consults a considerable amount of information sources daily

27. Why KM for EP?
An “EP worker” typically consults a considerable amount of information sources daily

28. Where can I find a document? What is the context of a document?
Why KM for EP?
An “EP worker” spends a lot of time searching within all this information
Where can I find a document?
What is the latest news?
How does a system work?
Who knows what?
What is the context of a document?

29. Why KM for EP?
An “EP worker” typically collaborates and shares information with many different people

30. How can I manage all this?
Why KM for EP?
How can I manage all this?

31. Collaborate Interact Your communities
KM Concept
Organize
Your working content
Search
Collaborate
Interact
Your communities

32. KM Portal
All your favourite content, your communities and your activities in one location!

33. Easily integrate your favourite sources
KM Portal
Easily integrate your favourite sources

34. All your favourite sources at a glance
KM Portal
All your favourite sources at a glance
Organize it in the way you want!

35. Search on multiple sources Refine search results Save search
KM Portal features
Search on multiple sources
Refine search results
Save search
Subscribe to results of your search
Create your own dashboard and customize it
Subscribe to feeds from other websites
Subscribe to relevant sources proposed by the KM Governance board
The portal will automatically suggest relevant content based on your interests
Content based on your profile

36. Search multiple sources in one click
Integrated Search
Search multiple sources in one click

37. Integrated Search
Current situation

38. Integrated Search
Future situation

39. Understand your results better...
Aggregation and contextualization
Understand your results better...

40. SharePoint pilot project

41. Global objectives

42. Single access and a quick view of the latest updates of your interests
Global Integration
Single access and a quick view of the latest updates of your interests
Integrated search on multiple sources and contextualised results
Exchange of information with your communities via collaborative workspaces

43. EP staff involved in the parliamentary activities Plenary Committees
Main Target Group
Members
Assistants
Political groups
EP staff involved in the parliamentary activities
Plenary
Committees
Delegations
Communication

44. KM Governance Board – Working groups June 2012
Roadmap
2012
May 2012
Portal v1
Integrated search
(Register, Oeil,
Europarl, Eur-Lex)
Relevant Sources
Planning will depend on the findings of the activities launched in 2012
Portal v2 (advanced features)
Integrated search (other internal sources, external sources)
Deployment of a collaboration tool
Nov 2012
Contextual aggregation
Pilot project – collaboration tool (end of pilot phase)
KM Governance Board – Working groups
June 2012
Pilot project – collaboration tool (functional analysis)

45. Conclusions
The Programme comprises: KM portal, integrated search engine, content aggregation and collaborative workspaces.
Governance Board with representatives of the Political Groups, the Members’ Assistants and the Directorates General has set up 3 working groups dedicated respectively, to the KM portal, the identification and selection of relevant sources and the SharePoint pilot project "collaborative workspaces".
Version 1 of the portal is planned for May 2012, while version 2 will be available in Q1/2013. The conclusions of the SharePoint pilot project are foreseen at the same time. Planning could be reviewed following the works and conclusions of the working groups.
The indexing of the parliamentary documents’ backlog (6th and 7th terms) is close to completion; current production started in February 2012.

46. Conclusions
The KM (beyond the technical solution) is mainly a culture that will have to be developed long term in a structured and continuous process.
The role of DG ITEC is to support this development, but it will also be essential for users to embrace this culture to allow the Parliament to reap the benefits.

47. THANK YOU ! PGM managers contact: Olivier Leboeuf Fakhreddine AOUADI
Fakhreddine AOUADI
Marc Rossi